Guideline Antibiotics Monitoring Poultry Production
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Guideline
Antibiotics Monitoring
Poultry Production
Version: 01.01.2021
Status: • Release
Contents
1 Basic principles ......................................................................................... 3
1.1 Objective .......................................................................................................... 3
1.2 Scope of application ......................................................................................... 3
1.3 Responsibilities ................................................................................................ 3
2 Antibiotics database .................................................................................. 4
2.1 Maintenance of master data of agricultural companies ..................................... 4
2.2 Registration of veterinarians ............................................................................ 5
2.3 Activation of veterinarians ............................................................................... 6
2.4 Registration of antibiotics applications and deliveries by veterinarians ........... 6
2.5 Data protection/Data access ............................................................................ 7
2.6 Evaluation of the use of antibiotics in the QS scheme ....................................... 8
3 Definitions................................................................................................. 9
3.1 Abbreviations ................................................................................................... 9
3.2 Terms and definitions ....................................................................................... 9
4 Annexes .................................................................................................... 9
4.1 QS veterinary drug catalogue for poultry .......................................................... 9
Revision information version 01.01.2021..................................................... 10
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Poultry Production Page 2 of 11
1 Basic principles
With the systematic recording of antibiotics applications and deliveries in a central database, the industry
creates a solid inter-company data basis. This gives all those involved the opportunity to recognize the
actual situation regarding the use of antibiotics and identify areas where action is needed. A proper
evaluation guarantees the necessary transparency for future action – reduction strategies can be derived
and implemented.
1.1 Objective
The monitoring shall contribute to the continuous optimization of the use of antibiotics in livestock
farming and to reducing the risk of antibiotics resistance development.
1.2 Scope of application
This guideline serves as a binding guide for the implementation of the antibiotics monitoring in fattening
poultry and breeding poultry. All companies in the QS scheme which farm broilers, turkeys or their
breeding poultry or which farm peking ducks are obliged to participate in the antibiotics monitoring. The
antibiotics database can also be used by livestock owners who do not participate in the QS scheme. They
must register in the QS scheme via a coordinator and sign a commitment (contractual agreement
between livestock owner and coordinator) in order to use the antibiotics database. This guideline is
therefore intended for
Livestock owners of broilers, turkeys and their breeding poultry as well as livestock owners of peking
ducks participating in the antibiotics monitoring in the QS scheme,
coordinators and
veterinary practices/veterinarians (including veterinarians working for animal health services,
marketers, conglomerations, scientific institutions etc.) who deliver antibiotics to poultry farming
companies participating in the antibiotics monitoring in the QS scheme.
1.3 Responsibilities
Livestock owners, coordinators and veterinarians must always comply with the requirements in the QS
scheme and prove that compliance at all times. The QS criteria are based on the requirements of good
professional practice. Livestock owners, coordinators and veterinarians must ensure that, in addition to
the requirements of this guideline and the other applicable QS requirements (e.g. General Regulations
Guideline, Guideline Certification), the applicable legal provisions (comparable foreign legal provisions
outside Germany) are fulfilled. Further, there are specific responsibilities.
Livestock owners
The livestock owners are responsible for a complete and correct report of their master and production
data. Any changes must be notified immediately to their coordinator.
The livestock owners may only obtain antibiotics from veterinarians who are registered in the QS scheme
and are responsible for checking the complete and correct documentation of antibiotics applications and
deliveries on their company in the antibiotics database. If a livestock owner recognizes that his
veterinarian has not entered all or any data in the antibiotics database or that the data entered is
incorrect, he shall ask his veterinarian to complete or correct the data. If the data is not completed or
corrected by the veterinarian, the livestock owner shall inform QS. The documentation of the antibiotics
applications and deliveries has to begin with the registration in the QS scheme and is therefore also
obligatory for scheme applicants.
In addition, the purchase and use of antibiotics must comply with the requirements of the Guideline
Agriculture Poultry Production and Guideline Agriculture Breeding Poultry, refer to www.q-s.de:
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Guideline Agriculture Breeding Poultry
The livestock owners are further responsible to actively confirm in the antibiotics database if no
antibiotics have been applied or delivered for a flock in their fattening or breeding poultry farming
company. The livestock owners can transfer the responsibility of the confirmation in the antibiotics data
base to the coordinator or veterinarian.
Coordinators/sub-coordinators
The coordinators are responsible for a complete and correct report of the master and production data of
the companies they take care of in the QS software platform and the antibiotics database. This also
includes information on the production sites and the number of averagely housed animals per production
site.
The coordinators inform participating companies at least once a quarter about the therapy index or
actively inform the livestock owners about the recalculation of the therapy index. The coordinators submit
the access data to the QS software platform (username and password) to the livestock owners. Via the
QS software platform, the livestock owners gain access to the antibiotics database.
A coordinator can assign a sub-coordinator to perform certain coordinator tasks. In relation to the
monitoring programmes, this includes all tasks. However, the coordinator remains responsible for the
implementation of the requirements as a contractual partner of QS.
The coordinators may also be supported by marketers or conglomerations. This requires written
agreements.
Veterinarians
The veterinarians are responsible for entering the relevant data on antibiotics applications or deliveries
into the antibiotics database. For this, the veterinary practices/veterinarians register with QS in the
antibiotics database (http://www.vetproof.de). The veterinarians must at all times comply with the
requirements of the declaration of commitment, which has to be be accepted upon registration. Further,
the veterinarians must always be able to demonstrate compliance with said declaration of commitment.
2 Antibiotics database
The antibiotics database is the data processing system for a comprehensive registration and evaluation of
all antibiotics applications or deliveries in the QS scheme and can be reached on the internet via
https://db.vetproof.de.
2.1 Maintenance of master data of agricultural companies
The following master data of agricultural companies is automatically transferred into the antibiotics
database from the QS software platform and is regularly synchronized with it:
Address with name, first name, street, house number, post code, town,
company registration number according to the Livestock movement order (Germany:
Viehverkehrsverordnung → VVVO number),
QS identification number and
contract date (generally corresponds to the obligatory date for participation in antibiotics
monitoring).
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Poultry Production Page 4 of 11Additionally, the following information must be stored by the coordinators in the antibiotics database for
each company (VVVO number) and production group:
Production site: Stable/stable name, number of animal places and
Flock data: Date of entry, number of animals, date(s) of exit, number of animals.
If no information on the production site is available, the livestock owner loses the eligibility of delivery to
the QS scheme until the information has been updated.
The flock data must be updated immediately after the animals have been stabled in, but always before
the first application or delivery of antibiotics, so that the antibiotics application and delivery forms can be
linked to the treated animals/flock.
The antibiotics database checks the completeness of the flock data on a daily basis. If a company is
registered with several production sites, the flock data must be available for at least one production site.
If no flock data are available for a company keeping poultry within a period of
Broiler production (3001): 75 days
Turkey rearing (3002): 70 days
Turkey production (3004): 140 days
Turkey production (combined, 3006): 180 days
Peking duck rearing (3008): 45 days
Peking duck production (3016): 55 days
Peking duck production (combined, 3024): 75 days
the company loses its eligibility to deliver into the QS scheme until this information has been updated.
The antibiotics database also checks the completeness of the exit data. If a flock within the last year that
is older than
Broiler production (3001): 75 days
Turkey rearing (3002): 70 days
Turkey production (3004): 140 days
Turkey production (combined, 3006): 180 days
Peking duck rearing (3008): 45 days
Peking duck production (3016): 55 days
Peking duck production (combined, 3024): 75 days
has no exit data and is not marked as "completely reduced" in the antibiotics database, the company
loses its eligibility to deliver into the QS scheme. The age of the flock is calculated on the basis of the
stored entry date. A herd is completely reduced when the number of animals is reduced to zero or when
the flock is marked as "completely reduced" if there are several exit dates (preliminary destocking,
transferring, loss etc.).
2.2 Registration of veterinarians
Veterinarians who apply or deliver antibiotics on companies participating in the antibiotics monitoring in
the QS scheme must be registered in the antibiotics database. For this purpose, the veterinary
practice/the veterinarian registers online in the antibiotics database under http://www.vetproof.de. In
the following, the registration documents (declaration of commitment and data protection declaration)
are dispatched by e-mail. If an online registration is not possible, a written registration can be made with
QS. The registration documents will then be sent by post or e-mail. After signing and returning the
declaration of commitment as well as the data protection declaration, the registration in the antibiotics
database is successfully completed.
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Poultry Production Page 5 of 112.3 Activation of veterinarians
Each livestock owner instructs his coordinator to activate the antibiotics database for the veterinarian(s)
who apply or deliver antibiotics on the respective company. A search function (name or address) can be
used to check in the antibiotics database whether a veterinary practice/a veterinarian is registered. If
there is no veterinarian allocated to a poultry farming company, the company loses its eligibility to
deliver into the QS scheme until the information has been supplemented.
2.4 Registration of antibiotics applications and deliveries by veterinarians
The recording of antibiotics applications and deliveries in the antibiotics database is carried out either via
input masks or via interfaces. The veterinary practice/veterinarian reports each application and delivery
of medicinal products containing substances with antibiotic effect and assigns them to the company with
the corresponding production group and flock (if known). If the application or delivery of antibiotics is
carried out by a veterinary practice, traceability within the veterinary practice to the veterinarian treating
the animal(s) must be ensured. When reporting the data, a distinction is made between obligatory and
voluntary information.
From the veterinary drug record ("drugs delivery and application document ") must and can (voluntarily)
be reported:
Name of the responsible veterinarian
Document number
Date of delivery
VVVO number of the company to which the veterinary drug was supplied
Production scope of the company (production groups fattening poultry 3001 to 3031, production
groups breeding poultry 301, 304)
Production group of the treated animals (animal production 301, 304, 3001, 3002, 3004, 3006, 3008
or 3016)
Stable name/number (production site)
Number of animals to be treated
Veterinary drug
Amount applied/delivered
Duration of treatment with days of effect
Flock designation (voluntary)
If the flock designation is not given, the database links the application or delivery by the dates of
ingoing animals.
Indication (voluntary)
Diagnosis details (voluntary)
Application form (voluntary)
Dosage per animal per day (voluntary)
Treatment day (date) (voluntary)
Waiting time (voluntary)
Treatment instructions (voluntary)
Batch number (voluntary)
Usage duration (voluntary).
Entering the data regarding the antibiotics applications and deliveries has to be finished in a timely
manner but no later than four weeks after the end of the relevant calendar quarter. If the antibiotic is not
consumed completely, a return record (if veterinarian takes back remaining quantity) or a zero amount
record (if follow-up prescription of remaining quantity) can be created.
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Poultry Production Page 6 of 11QS veterinary drug catalogue for poultry
Only veterinary medicinal products whose active agents are listed in the QS veterinary drug catalogue for
poultry may be applied and delivered, see www.q-s.de:
annex 4.1 QS veterinary drug catalogue for poultry
The QS veterinary drug catalogue for poultry is based on all approved veterinary medicinal products in
Germany for food-producing animals. The QS veterinary drug catalogue for poultry is regularly updated
on the basis of the VETIDATA database (Veterinary Information Service for Drug Application, Toxicology
and Drug Law, www.vetidata.de).
When using the listed active agents, the waiting period indicated on the pharmaceutical used, which is
based on the approval, is always legally binding. If the approved waiting period is shorter than 48 hours,
a minimum waiting period of 48 hours (= two days) must be maintained.
When applying and delivering veterinary medicinal products from abroad, the specific regulations of the
German Medicines Act must be observed. The waiting time specified in the QS veterinary drug catalogue
for poultry for each active agent must be sticked to.
Herds without antibiotic treatment
If no animal of a flock is treated with antibiotics, this must be actively confirmed in the antibiotics
database by the livestock owner, the coordinator or the veterinarian. The responsibility for the
completeness of the data lies with the livestock owner.
2.5 Data protection/Data access
The data in the antibiotics database are only available to authorized users. Specific access regulations
exist. All users have access to the data only after registration in the antibiotics database. Each authorized
user receives a username and password via the database administration.
Livestock owners
The livestock owners have access to all data available in the antibiotics database for their company. This
includes master data, data on production sites, data on in- and outgoing animals, data on antibiotics
applications and deliveries with all mandatory and voluntary data entered as well as evaluations and
statistics.
Coordinators/sub-coordinators
The coordinators have access to master data, data on production sites, data on in- and outgoing animals
and evaluations of the companies they manage. With regard to antibiotics applications and deliveries,
they only receive information on the delivery date, the identity of the treated animal group, the number
of animals treated and whether the antibiotics are critical. If a coordinator has instructed a sub-
coordinator to perform certain coordinator tasks, the sub-coordinator receives the access rights of the
coordinator. With regard to the monitoring programmes, this includes all tasks and therefore also all
access rights.
The livestock owner can authorize both the coordinator and the sub-coordinator to view all information
from the veterinary drug records (= particularly sensitive data) in the antibiotics database. The
authorization is given by the livestock owner in the antibiotics database. With this authorization the
livestock owner declares that his veterinarian approves the activation of the coordinator and/or sub-
coordinator. The veterinarian can recognize in the drug records of the company that the coordinator
and/or sub-coordinator is allowed to see the complete veterinary drug records.
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Poultry Production Page 7 of 11Veterinarians
The veterinarians have access to all data available in the antibiotics database of companies for which
they are authorized. This includes master data, data on production sites, data on in- and outgoing
animals, data on antibiotics applications and deliveries with all entered obligatory and voluntary data as
well as evaluations.
Access to data on antibiotics applications and deliveries of other veterinarians, who have been granted
access to a company, can only be obtained if the livestock owner authorizes this in the database.
Otherwise, the veterinarian only receives information on the delivery date, the identity of the treated
group of animals and the indication.
Third parties
Livestock owners may allow other persons/groups of persons (third parties) access to their data in the
antibiotics database. For this, the livestock owner authorizes his coordinator in writing to clear third
parties for specified information in the antibiotics database. In order to be able to access the data of a
livestock owner, the third party must be registered in the antibiotics database. The registration is carried
out via QS.
2.6 Evaluation of the use of antibiotics in the QS scheme
The data from the antibiotics monitoring are evaluated both on a company-specific basis and on
accumulated inter-company basis. The evaluation of company-specific data enables livestock owners and
veterinarians to assess the situation regarding the use of antibiotics on the company and to compare it
with other companies (benchmark). The therapy index serves as measurement variable for this. The
evaluation of accumulated inter-company data enables a professional presentation of the actual situation
regarding the use of antibiotics as a whole and creates transparency for veterinarians and industry.
Therapy index
The therapy index describes how many treatment units per animal were administered on average over a
period of time. For each antibiotics application or delivery, the number of treatment units is calculated by
multiplying the number of animals treated by the duration of treatment including days of effect and the
number of active substances within the pharmaceutical (see formula). The total number of treatment
units per flock is calculated from the total number of antibiotics applications and deliveries of all herds
that have been completely reduced within the previous two calendar quarters. The sum of the treatment
units per flock is then divided by the size of the flock. The size of the flock is the sum of all ingoing
animals per flock. The result represents the therapy index per flock and expresses how many treatment
units per housed animal were administered in the respective flock.
Therapy index per flock =
∑(Duration of treatment with days of effect *active substances*number of treated animals)
flock size
The therapy indices per flock are then summed and divided by the number of flocks (see formula) so that
the therapy index can be defined as the number of treatment units per animal housed per flock in the
previous two calendar quarters.
∑(therapy indices per flock)
Therapy index=
number of flocks
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Poultry Production Page 8 of 11The therapy index is calculated quarterly for each company (VVVO number) and separately for each
production group. It can only be calculated if for a company in the calendar quarters considered on the
one hand herd data and completely reduced flocks and on the other hand either veterinary drug records
or the information that no antibiotics have been applied or delivered are available in the antibiotics
database separately for each production group.
Therapy index for selected classes of antibiotics
The use of antibiotics in veterinary medicine from classes of active substances that are particularly
important for human medicine (so-called critical antibiotics or reserve antibiotics) is increasingly viewed
critically and should therefore be made transparent for livestock owners and veterinarians. A separate
therapy index is therefore calculated for antibiotics containing active substances of cephalosporines of 3rd
and 4th generation and fluoroquinolones and is made available to livestock owners and veterinarians.
3 Definitions
3.1 Abbreviations
VVVO Livestock movement order (Viehverkehrsverordnung – ViehVerkV)
3.2 Terms and definitions
Antibiotics
Antibiotics are drugs containing substances with an antibacterial effect.
Antibiotics application or delivery
The antibiotics application or delivery is the application or delivery of an antibiotic by a veterinarian.
Application and delivery form
Form regarding the application of delivery of an antibiotic by a veterinarian.
A list of general terms and definitions can be found in the guideline "General Requirements" (annex
5.1 to the guideline "General Requirements").
4 Annexes
The following annex has been published separately.
4.1 QS veterinary drug catalogue for poultry
Version: 01.01.2021
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Poultry Production Page 9 of 11Revision information version 01.01.2021
Date of
Criterion/Requirement Changes
change
1.3 Responsibilities – Clarification: Besides the requirements of the Guideline 01.01.2021
Livestock owners Antibiotics Monitorings Poultry Production the purchase and
use of antibiotics must comply with the requirements of the
Guideline Agriculture Poultry Production and Guideline
Agriculture Breeding Poultry.
1.3 Responsibilities – Clarification: A coordinator can assign a sub-coordinator 01.01.2021
Coordinators/sub- to perform certain coordinator tasks. In relation to the
coordinators monitoring programmes, this includes all tasks.
2.4 Registration of Cancellation/Enhancement/ Restructuring: The list of 01.01.2021
antibiotics applications and data to be reported from the veterinary drug record ("drugs
deliveries by veterinarians delivery and application document ") does not include the
company registration number (according to HIT) of the
veterinary practice, but the indication of diagnosis details,
treatment day and usage duration (voluntary). The
information is restructured.
2.4 Registration of Clarification: Entering the data regarding the antibiotics 01.01.2021
antibiotics applications and applications and deliveries has to be finished in a timely
deliveries by veterinarians manner but no later than four weeks after the end of the
relevant calendar quarter.
2.5 Data protection/Data Clarification: If a coordinator has instructed a sub- 01.01.2021
access – Coordinators/sub- coordinator to perform certain coordinator tasks, the sub-
coordinators coordinator receives the access rights of the coordinator.
With regard to the monitoring programmes, this includes all
tasks and therefore all access rights.
2.5 Data protection/Data Clarification: The veterinarian can recognize in the drug 01.01.2021
access – Coordinators/sub- records of the company that the coordinator and/or sub-
coordinators coordinator is allowed to see the complete veterinary drug
records.
2.5 Data protection/Data Clarification: Livestock owners may allow other 01.01.2021
access – Third parties persons/groups of persons (third parties) access to their
data in the antibiotics database. For this, the livestock
owner authorizes his coordinator in writing to clear third
parties for specified information in the antibiotics database.
In order to be able to access the data of a livestock owner,
the third party must be registered in the antibiotics
database. The registration is carried out via QS.
3.2 Terms and definitions Cancellation: The list is shortened by the definitions of the 01.01.2021
QS production scopes.
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Guideline Antibiotics Monitoring Status: • Release
Poultry Production Page 10 of 11QS Fachgesellschaft Geflügel GmbH
Managing Director: Dr. H.-J. Nienhoff
Schedestraße 1-3
53113 Bonn
Germany
Tel +49 228 35068-0
Fax +49 228 35068-10
info@q-s.de
www.q-s.de
Photos: QS
Version: 01.01.2021
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